Educational Records

Confidentiality of Student Records

All student information records maintained by the academic and administrative offices of CGPS are confidential. Only such information that is necessary to maintain appropriate business and academic procedures is maintained in the official student record. UMW officials may access student records for the purpose of conducting student business.

Permanent Record

The permanent academic record, which is maintained by the Registrar, contains all completed course work, grades, grade-point average, and notes on the student's academic status. The documents maintained for each student are held in perpetuity, either in hard copy or in electronic formats. The student's application file, which contains the student's application and accompanying transcripts, is maintained for five years following the student's last date of enrollment. Students may view their permanent record, in accordance with the Family Education Rights and Privacy Act of 1974 (FERRA), by contacting the CGPS Office of Advising Services.

Directory Information

The University may release “Directory Information” as defined by UMW under the authority of the Act, unless the student informs the UMW Office of the Registrar that all or part of such information should not be released without the student’s prior consent. Directory Information includes a student’s addresses (campus, home, mailing, e-mail, etc.) and telephone numbers (local and home), class level, previous institutions(s) attended, major fields of study, awards, honors (including Dean’s List and President’s List), degree(s) conferred (including dates), dates of attendance, past and present participation in officially recognized sports and activities, and physical factors (e.g., height, weight of athletes). A request to withhold Directory Information must be received in writing on an annual basis by the Office of the Registrar. A form is available for this purpose from the Office of the Registrar. If this form is not received in the Office of the Registrar by May 1 preceding the academic year, selected Directory Information will appear in the College’s telephone directory due to press deadlines. Note that “name” is not considered Directory Information and will appear in the telephone directory, along with the designation “Unlisted.”

Medical and Psychological Services Center records are not included in that category of records open to inspection; however, such records may be personally reviewed by a physician or other appropriate professional of the student’s choice.

Confidential records maintained by the Director of Disability Services are open to inspection with limitations. Students may request a copy of disability documentation which is generated by the office, but may not request access to the Director’s personal notes or test protocols or to information released by private practitioners or by other agencies. Disclosure related to the student’s disability is released neither to any faculty member nor to another office on campus without the student’s permission. With the student’s written permission, disability documentation generated by the Disability Services Office may be released to any specified persons and agencies.

Custodians of educational records are not required to give access to financial records of parents or any information contained therein, nor are they required to give access to confidential letters and statements of recommendation that were placed in the educational records prior to January 1, 1975, or to which the student has waived the right of access.

Directory Information may not be provided to any individual, company or entity for commercial purposes unless the release of this information is specifically authorized by the student or approved in writing by the Office of the President.